Administrative Assistant/Receptionist

Administrative Assistant:

Administrative Assistant - General Summary - Performs a variety of advanced secretarial and administrative services requiring initiative and independent judgment. Performs a variety of clerical duties involved in establishing and maintaining client medical records. Ability to work independently, uses discretion and handle situations as they arise.

Job Tasks and Responsibilities:

Administrative Assistant:

Ÿ Perform office administrative duties/activities for Managing Director, Clinical Director and other staff such as composing correspondence, preparing new client charts.

Ÿ Maintain records, handles problems and non-routine situations using knowledge of TBI policies and procedures.

Ÿ Provides administrative and operational support to staff on an as needed basis responding to inquiries and requests.

Ÿ Provide back-up to Receptionist in responding to client, visitors and guests.

Ÿ Provide back-up to Receptionist by answering telephone, taking messages, directing calls.

Ÿ Be knowledgeable in billing practices and procedures to be able to provide back-up to Billing Clerk on an as needed basis.

Ÿ Plan and arrange conferences-meetings as directed by Clinical Director.

Ÿ Comply with all policies and procedures of company, and all state and federal laws.

Ÿ Follow all licensing and regulatory rules and CARF standards.

Utilizes Paychex to process payroll, an outside payroll service. Prepares monthly journal entries to post payroll expense to the General Ledger. (Employees turn in biweekly time sheets and hours are called into the payroll service by either the bookkeeper or Managing Director. The payroll service is responsible for all tax reporting.

· Submit orders approved by management for therapists needs for materials/supplies.

· Handles petty cash, money for drug tests, vending machine, pop, snacks, etc.

· Prepare and disseminate annual budgets.

· Keep financial records locked and secured when not in use.

· Keep updated on labor laws.

· Follow employee handbook regarding vacation, overtime, sick days, etc.

· Comply with all company policies and procedures as well as all federal and state laws.

· Follow all licensing and regulatory rules and CARF standards.

Competencies:

Required Skills/Abilities:

• Excellent oral and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently. Reliant self-starter with initiative and reliability
• Must be proficient with QuickBooks Pro, Microsoft Excel and Word.
• Ability to efficiently operate a 10-key calculator or equivalent and other related office equipment.
• Knowledge of administrative and clerical procedures.

· Successful completion of Background check and references required.

Education and Experience:

• Associates or Bachelor’s degree in related field preferred.
• Three to five years of experience in an administrative role.
• Knowledge of current HIPPA compliance guidelines and regulations.
• Knowledge of office machine, computers and software programs.

· Knowledge of medical records and pertinent guidelines, regulations and laws.

· Extensive experience with data entry, record keeping and computer operation.

· Experience in services related to payroll such as writing checks and submitting payroll taxes.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: In person